How to Onboard a New Display Supplier: Files, Formats, and First Pilot Orders

6 5 月, 2025

What to Send, What to Ask, and How to Reduce Risk on Your First Collaboration
By Yan Luo | Samtop Display

Table of Contents

Starting a new display project with a supplier is like launching a rocket — the preparation determines whether you land smoothly or burn out halfway. Successful onboarding starts with crystal-clear file sharing, well-defined expectations, smart approval flows, and a low-risk first order setup.

“Can you work from a Keynote deck?”
“What file formats do you need?”
“Can we test one region before full rollout?”

This guide outlines the five key steps for a frictionless onboarding with a new POP or VM display supplier.

New supplier relationships often fail not because of price, but due to unclear files, assumptions, and timeline misalignment.

Brands waste time and budget fixing issues that could have been solved upfront — from wrong finishes to display structures that don’t fit the store. A failed pilot project can damage retail launches and credibility.

Use this clear, 5-step onboarding method to eliminate risk, speed up collaboration, and increase your chances of a long-term supplier partnership.

📁 Step 1: Provide the Right Files (Early!)

A vague moodboard leads to miscommunication. Proper file sharing saves weeks of guesswork.

File Type	Purpose	Preferred Formats
3D Structural Drawing	Engineering + cost estimation	`.STP`, `.STEP`, `.IGS`
2D Tech Drawing	Print layers, dielines, scale	`.AI`, `.PDF`, `.DWG`
Logo File	Laser, print, etching	`.AI`, `.SVG`, `.EPS`
Render / Moodboard	Visual direction	`.PDF`, `.JPG`, `.PSD`
Brand Guidelines	Fonts, finish logic, do/don’t	`.PDF`
Packaging Sample	Fit check (especially glorifiers)	Real box or dieline file
Color Reference	Pantone or swatches	PMS codes or samples

💡 Don’t have 3D files? We can reverse-engineer from photos, mockups, or Keynote decks.

🔍 Step 2: Align on Scope & Process Before Quoting

Before requesting a quote, be sure to align on:

Quantity (prototype or full production?)
Delivery region (FOB, EXW, or DDP?)
Expected lead time and milestones
Packaging format (foam, tray, flat pack?)
Type of display (floor-standing, window, counter?)

Pro tips to ask suppliers:

“Can you quote both a full run and a pilot option?”
“What’s included — logo, finish, packaging, freight?”

🧪 Step 3: Run a Sample or Pilot First

Sampling isn’t just about looks — it validates feasibility, materials, and logistics. Here’s how:

Option	Use Case	What You Receive
Golden Sample	Final production approval	1:1 physical unit with logo
Spray / Material Kit	Color confirmation with brand team	Painted panels, finish swatches
First Article Pilot	Retail test, low-risk production	10–30pcs with full packaging
Component Pre-Check	For multi-part or multi-SKU displays	Box/foam fit test, logo preview

🎯 Sampling saves you from surprises at rollout.

🧰 Step 4: Align Communication & Decision Makers

One of the biggest causes of delay? Approval bottlenecks.

Establish early:

Who approves colors and surface finish?
Who signs off structural drawings?
Who receives QC photos before shipment?
Who confirms final delivery?

👥 Best structure: 1 project lead from VM or Creative, and 1 from Procurement or Logistics.

✅ Step 5: Set First Order Expectations Clearly

Pilot orders help test risk at a manageable scale. We suggest:

1 region only (e.g. France, Japan, U.S.)
1 SKU or display type
Pre-agreed timeline, MOQ, and approval checkpoints
A PDF flowchart from sampling → QC → shipping

Example Order Brief:
“20 units of Paris Tester Riser in Gloss White Acrylic, screen-printed logo, foam packed, DDP France. Sampling in 10 working days. Mass production in 14. QC photos required prior to shipment.”